The Maintenance module in Odoo 18 is designed to streamline and automate the management of equipment maintenance within an organization. Its primary purpose is to ensure the reliability and longevity of company assets by reducing unexpected downtime and keeping machinery in optimal working condition. It supports both preventive maintenance, where tasks are scheduled in advance based on time intervals or usage statistics, and corrective maintenance, where repair requests are initiated in response to unforeseen equipment failures.
Through this module, companies can maintain a comprehensive register of equipment, storing important details such as serial numbers, current conditions, warranty information, and full maintenance history. The system allows for maintenance tasks to be planned and monitored using intuitive tools such as a calendar view and Kanban boards, enabling teams to track the progress of requests, assign them to the right technicians, and ensure timely resolution.
When integrated with the Manufacturing module, the Maintenance app provides a safety and traceability advantage by enabling the system to automatically pause production operations if a critical piece of equipment breaks down. This tight integration ensures smoother workflows and better operational control.
Moreover, the module offers sophisticated reporting and key performance indicators (KPIs), including Mean Time Between Failures (MTBF) and Mean Time To Repair (MTTR), which assist companies in assessing the effectiveness of their maintenance, locating bottlenecks, and taking preventative measures to enhance operations. Ultimately, Odoo’s Maintenance module enhances productivity, minimizes repair costs, ensures regulatory compliance, and contributes to a more sustainable and efficient use of assets.
By selecting the New Button, we can submit a new maintenance request.
This dashboard view of the Maintenance module in Odoo 18 serves as the central hub for monitoring and managing maintenance operations across the organization. Specifically, the dashboard displays the list of configured maintenance teams, each represented by its panel or card. These teams are typically responsible for handling maintenance tasks related to various equipment and departments, such as Internal Maintenance, Metrology, or Subcontractors.
Each team’s panel provides a quick summary of its workload, most notably the number of outstanding maintenance requests currently assigned to that team. These requests are categorized based on their status.
This gives users a visual overview of how busy each team is and whether any immediate action is required. It also helps maintenance managers allocate tasks more efficiently and identify underutilized or overloaded teams.
This menu offers specific management tools and navigation shortcuts for that team. The first section of the menu is labeled "Requests", which provides direct links to different states of maintenance requests: “All” for viewing every request tied to that team, “To Do” for tasks that are scheduled but not yet started, “In Progress” for ongoing jobs, and “Done” for completed maintenance activities.
The second part of the dropdown is "Reporting", which allows users to open visual reports or performance summaries related to maintenance requests for the selected team. These reports help in evaluating team performance, identifying recurring equipment issues, and improving operational planning.
Additionally, the menu includes color customization options that allow each team card to be marked with a different background color, helping users visually differentiate teams quickly on the dashboard. Finally, there is a "Configuration" link that opens detailed settings for the selected team, including options to define the team’s members, assign a team leader, and specify the equipment assigned to the team.
Clicking on the Configuration option from the team’s dropdown menu redirects the user to the form view of the selected maintenance team. In this view, users can configure and update key attributes related to the team. Specifically, they can modify the team name, assign or update team members, and define roles or responsibilities within the team.
Additionally, the form includes a Company field, which automatically displays the name of the current company context in which the user is operating. This ensures that each maintenance team is associated with the appropriate company, which is particularly useful in multi-company environments. This configuration view enables administrators to effectively manage team structure and ensure that maintenance operations are properly aligned with organizational resources and settings.
The maintenance menu provides access to key operational tools that facilitate the daily management of maintenance activities.
Together, the Maintenance Requests and Maintenance Calendar submenus provide a comprehensive toolset for tracking, planning, and executing maintenance activities in a structured and organized way. They facilitate improved decision-making, reduce downtime, and enhance asset management.
This Maintenance Requests submenu leads to a detailed view where users can see all registered maintenance requests within the system. These requests can be related to either corrective maintenance (unexpected equipment failures) or preventive maintenance (scheduled tasks based on usage or time intervals).
The interface typically includes Kanban, List, Pivot, graph, and Calendar views, allowing users to:
- Track the status of each request (To Do, In Progress, Done). Also, let's customize the stages.
- Filter and group by team, equipment, request type, or responsible person.
- Create new requests and assign them to specific technicians or teams.
This area is particularly useful for maintenance managers and technicians to prioritize and manage workloads efficiently, ensuring that all issues are addressed promptly.
The view is organized using a Kanban board layout, which is divided into multiple stages or columns. Each column represents a specific status of a maintenance request, and the cards inside represent individual requests.
Each card in the Kanban board represents a specific maintenance request and displays key information, including a short issue description, the equipment involved (with its name and serial number), the equipment category (e.g., Computers or Monitors), a star-based rating system for prioritization, an assigned user avatar indicating responsibility, and a clock icon that may represent the scheduled or expected timeline; these cards are fully interactive and can be easily dragged and dropped between stages to reflect the current status of the task, enabling efficient and intuitive workflow management.
This form provides a detailed layout where users can view, create, or update individual maintenance request records. Each field in this view captures important information that facilitates accurate tracking, prioritization, and assignment of maintenance activities.
- Request: This sums up the problem and is the title of the maintenance request. In this example, it's "Screen not working," which gives a clear idea of the problem at hand.
- Created By: Displays the name of the user who submitted the maintenance request. This ensures traceability and aids in locating the report's source. It's Mitchell Admin here.
- For: This field is a dynamic selection field that determines the context of the maintenance activity—whether it is intended for a specific equipment or a work center.
When a user selects "Equipment" in the "For" field, an additional field labeled "Equipment" appears below, allowing the user to specify the exact equipment involved in the request. This enables maintenance tracking at the asset level, which is useful for corrective or preventive actions on individual machines, tools, or devices.
On the other hand, if the user selects "Work Center", the system dynamically displays a field labeled "Work Center" instead. In this case, the user can input the name of the relevant work center (e.g., Assembly Line 1, Packaging Area), indicating that the maintenance task pertains to a larger operational area rather than a single asset.
- Worksheet Template: Allows the selection of a predefined worksheet that technicians can use during repairs. It can contain step-by-step instructions or checklists to standardize the maintenance process.
- Category: Indicates the type or category of the equipment, such as Computers, Monitors, etc. This allows for better filtering and reporting based on asset classification.
- Request Date: The date when the request was created. This helps in tracking the timeline and response time for each maintenance task.
- Maintenance Type: Defines whether the request is for Corrective Maintenance (unplanned repair) or Preventive Maintenance (scheduled upkeep). In this example, "Corrective" is selected.
- Manufacturing Order: If applicable, this links the maintenance request to a specific manufacturing order. It is useful when maintenance affects or is triggered by production activities.
- Team: Indicates which maintenance team will handle the request. Options include teams such as Internal Maintenance, Metrology, and Subcontractor. Assigning the right team ensures proper responsibility and workload distribution.
- Responsible: The individual is responsible for handling or overseeing the maintenance request. This ensures accountability and allows for easy follow-up.
- Scheduled Date: The planned date for the maintenance to take place. It aids in scheduling and resource planning.
- Duration: Specifies the estimated time required to complete the task. This helps with technician availability planning and work allocation.
- Priority: Allows rating the urgency of the request using a star system. Higher priority requests may be addressed before others, ensuring critical issues are resolved quickly.
- Email cc: Let you include additional stakeholders or supervisors who need to be informed about the request through email notifications.
- Company: Automatically displays the company under which the maintenance request is registered. This is especially relevant in multi-company environments.
- Notes and Instructions Tabs: These tabs allow for adding additional context. "Notes" can store internal comments, while "Instructions" may include technical steps or guidelines for the maintenance personnel.
This view displays scheduled maintenance requests in a calendar layout, organized by day and time.
The main section of the screen shows a week-based schedule, allowing users to view maintenance tasks assigned for each day of the selected week. Each row represents an hour of the day, enabling precise scheduling by time slot. In the example, we can see a maintenance request titled "Screen not working" scheduled on Friday, July 4, 2025.
The Calendar Navigation Controls in the Maintenance Calendar view offer several useful functions: the "Week" button allows users to toggle between daily, weekly, and monthly views for flexible scheduling; the "Today" button quickly centers the calendar on the current date; the arrow buttons enable users to navigate to previous or upcoming weeks; and the mini-calendar on the right provides a quick way to jump to a specific date, enhancing overall navigation efficiency.
On the right side, there is a color-coded user legend. It shows that tasks can be filtered or highlighted based on the assigned technician—in this case, Mitchell Admin is selected. If multiple technicians are active, users can toggle their visibility to better distribute the workload.
The Filters & Favorites menu helps users tailor their view by task status, dates, and ownership, while also enabling them to save commonly used views.
The View Switcher Icons offer powerful flexibility to switch between calendar, list, Kanban, and Gantt layouts based on the user’s task management needs.
The Equipment menu serves as the foundational setup area for managing the physical assets (tools and work centers) that are the subject of these maintenance activities.
- Work Centers: These are production or operational areas where specific manufacturing or service tasks occur. Clicking this option would allow users to configure and manage different work centers, associate them with maintenance requests, and track related performance metrics.
- Machines & Tools: This option leads to a list of machines and tools being managed in the system. Users can add new equipment, set up preventive maintenance schedules, assign them to work centers, and link them to maintenance teams.
This section is specifically used to configure, monitor, and manage physical work centers, which are locations or stations within a manufacturing or maintenance process (e.g., assembly lines, drilling stations, testing areas). Each row in the list represents a separate work center.
Each work center in Odoo is identified by a specific name or label, such as "Assembly 1," "Drill 1," or "Assembly 2," which helps designate the physical or logical location where operations are performed. The code field allows for a short reference label used internally for easier identification or integration with other systems. The tag field enables users to assign keywords that help categorize or group work centers, which is useful for filtering and reporting purposes.
The alternative work centers field specifies backup stations that can perform the same operations, providing flexibility when the primary work center is occupied or under maintenance. The productive time (%) indicates the percentage of time the work center is actively engaged in productive work, e.g., Assembly 1 shows 72.33%. The cost per hour reflects the hourly operational cost, which is used in calculating manufacturing expenses, while the analytic distribution defines how costs are allocated across departments or accounts for budgeting and reporting.
The capacity field denotes how many units the work center can handle simultaneously, with a value of 1.00 indicating single-unit processing. Time efficiency (%) measures how quickly the work center performs tasks compared to standard expectations, where 100% signifies perfect efficiency. The OEE target (%) (Overall Equipment Effectiveness) sets a benchmark for assessing operational performance based on availability, performance, and quality metrics.
Additionally, setup time refers to the time needed to prepare the work center before starting a task, and cleanup time is the time required to return the work center to a clean state after the task is completed. Finally, the company field indicates which entity the work center belongs to, which is especially important in environments where multiple companies operate within the same Odoo system—for example, "My Company (San Francisco)" is listed here.
- Time Efficiency (%): Defines how efficiently the work center performs compared to its theoretical capacity. For example, 100% means full efficiency, while 80% implies it takes 25% more time to complete tasks.
- Capacity: Indicates how many operations or units can be processed simultaneously at the work center. For instance, a capacity of 2 allows two tasks to run in parallel.
- OEE Target (%): Sets the expected Overall Equipment Effectiveness, used to monitor productivity. If the actual OEE drops below this threshold, it may highlight performance issues needing attention.
- Setup Time: Specifies the fixed time required to prepare the work center before starting production, regardless of the quantity produced.
- Cleanup Time: Indicates the time needed to clean or reset the work center after production is completed.
- Cost per Hour (per workcenter): Represents the hourly cost of operating the work center, typically covering equipment and facility expenses.
- Cost per Hour (per employee): Reflects the hourly labor cost associated with employees working in the work center.
- Allowed Employees: Lists employees who are permitted to operate the work center during production.
- Description: A free-text field used to describe the work center’s function, purpose, or any specific operational details.
- Product: The specific product this rule applies to (e.g., [CONS_25630] Screw in your screenshot).
- Capacity: The number of units of this product that can be processed simultaneously in the work center.
- For example, a capacity of 1.00 means only one unit can be processed at a time.
- Setup Time (minutes): Time required to prepare the work center for this specific product before production begins.
- In your example, it's set to 10 minutes.
- Cleanup Time (minutes): Time needed to clean or reset the work center after finishing work on this specific product.
- In your case, it's set to 15 minutes.
- Equipment Name: The name of the equipment assigned to the work center. This represents a physical asset (e.g., Acer Laptop, HP Inkjet Printer) used during operations in this work center.
- Technician: The employee is responsible for the maintenance or supervision of this equipment. This could be the person in charge of repairs, inspections, or ensuring the equipment runs correctly.
- Equipment Category: Classification of the equipment by its type (e.g., Computers, Printers). Categories help organize equipment and apply category-specific maintenance rules or schedules.
- MTBF (Mean Time Between Failures): A calculated metric indicating the average operating time before the equipment fails. It’s a reliability indicator. A higher MTBF means fewer breakdowns.
- MTTR (Mean Time To Repair): Shows the average time it takes to repair the equipment after a failure. A lower MTTR means quicker recovery and less downtime.
- Est. Next Failure: An estimate of when the next failure might occur, based on past performance (MTBF) and last repair date. Helps in predictive maintenance planning.
Expected Mean Time Between Failure
- A configured expectation for how often the work center might fail (in days).
- Helps in proactive maintenance scheduling before expected failures occur.
Mean Time Between Failure (MTBF)
- An automatically calculated metric that reflects the actual average number of days between failures.
- A higher value means the work center is more reliable.
Estimated Next Failure
- A forecasted date or time frame when the next failure is likely to occur based on past MTBF.
- Useful for preventive maintenance planning.
Latest Failure
- Records the most recent date of failure for this work center.
- Helps track the frequency and recency of breakdowns.
Mean Time To Repair (MTTR)
- Indicates the average time it takes to repair the work center after a failure (in days).
- Lower MTTR means quicker recovery and less production downtime.
Under the Equipment section ? Machines & Tools view. This interface allows maintenance teams to manage all the physical assets (equipment) used in operations.
Maintenance ? Equipment ? Machines & Tools
This menu leads to the listing of all equipment registered in the system, including laptops, monitors, printers, tools, etc.
We can create a new record from the view by clicking on the New Button.
Equipment Category: Groups similar types of equipment together for better organization and reporting.
From here, we can choose the appropriate category, such as computers, software, etc.
Used By: Determines who is responsible for or uses this equipment:
- Employee: An Individual person responsible for the equipment
- Department: The Entire department uses the equipment
- Other: Custom assignment outside standard categories
Employee: When "Employee" is selected in the "Used By" field, this specifies which specific employee is assigned to use or maintain the equipment.
If it is the custom value, then we can choose a separate employee and department.
Maintenance Team: The group responsible for maintaining this equipment. Different teams may specialize in different types of equipment (IT, mechanical, electrical, etc.).
Technician: The specific person within the maintenance team who is the primary contact for this equipment's maintenance needs.
Scrap Date: The planned date when this equipment will be retired or scrapped. This helps in planning replacement equipment and budget allocation.
Vendor: The supplier or manufacturer of the equipment. This information is crucial for obtaining parts, service, and warranty support.
Vendor Reference: The vendor's part number or reference code for this equipment. This speeds up ordering replacement parts and getting technical support.
Model: The specific model number of the equipment. This helps in identifying compatible parts and accessing technical documentation.
Serial Number: the distinct serial number that the manufacturer has given you. This is essential for warranty claims, service records, and theft prevention.
Warranty Expiration Date: The date the manufacturer's warranty expires. This helps in planning maintenance strategies and budgeting for repairs.
Expected Mean Time Between Failure (MTBF): This field represents the average time period you expect between equipment failures.
Mean Time Between Failure: This is the actual calculated average time between recorded failures.
Estimated Next Failure: This field predicts when the next failure is likely to occur.
Latest Failure: Records the date of the most recent equipment failure.
Mean Time To Repair (MTTR): represents how long it usually takes to fix this equipment when it breaks down.
This is a stacked area chart showing maintenance request volumes over time, with different colored areas representing various maintenance request statuses.
Custom Maintenance Worksheets: This feature allows you to create standardized, custom worksheet templates for maintenance activities. These worksheets serve as checklists or forms that maintenance technicians can use during their work.
When Enabled: Activates the ability to create and use custom worksheet templates in your maintenance operations.
When Disabled: Standard maintenance requests will use basic forms without custom worksheets.
Description: "Create custom worksheet templates" - indicates this feature lets you design specialized forms for different types of maintenance work.
We can form a new maintenance team by selecting the new button from the list view.
By selecting the new button, we may establish a new equipment category.
This categorization system provides a foundation for organized, efficient maintenance management by grouping similar equipment and establishing clear ownership and communication channels for each category.
We can see its corresponding maintenance requests with its status and the included equipment.
This section defines the workflow stages that maintenance requests go through from creation to completion.
This page allows administrators to manage the different types of activities that can be scheduled and tracked within the maintenance management system, including their default timing relationships and visual representations.
The Worksheet Templates configuration page is in a maintenance management system where administrators can manage standardized worksheet formats.
Key Features:
- Template Library: Currently contains two templates - "New Worksheet" and "Default Worksheet"
- Creation Tool: Red "New" button allows creating additional templates
- Search Functionality: Search bar to find specific templates quickly
- Template Actions: Each template has "Design Template" and "Analysis" options
Current Status:
- Both templates show "0" usage, indicating they haven't been actively used yet
- The system displays "1-2 of 2," showing all available templates
- User "Mitchell Admin" has administrative access at "My Company (San Francisco)"
Purpose: This page serves as a central hub for creating and managing reusable worksheet formats that can be applied across maintenance activities, ensuring consistency and standardization in documentation and data collection processes throughout the organization.
The interface provides a clean, organized way to maintain template libraries that support the broader maintenance management workflow.
This is the overview of the maintenance lifecycle.
To read more about How to Manage Maintenance Requests in Odoo 18, refer to our blog How to Manage Maintenance Requests in Odoo 18